TOWNSHIP OF O HARA COUNCIL REGULAR MEETING MINUTES SEPTEMBER 13, 2016

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1 I. OPENING PROCEDURES TOWNSHIP OF O HARA COUNCIL REGULAR MEETING MINUTES SEPTEMBER 13, 2016 A. Call to Order by President Smith at 7:03 p.m. B. Pledge of Allegiance led by President Smith. C. Roll Call Council Members Present: Robert John Smith, President of Council; Charles A. Vogel, Vice-President of Council; Mark F. Rothert, Second Ward; Scott Frankowski, Third Ward; Allison Garcia, Fourth Ward; Cassandra Eccles*, Fifth Ward Absent: Also Present: John R. Denny, Jr., At-Large Julie A. Jakubec, CPA, CGMA, Township Manager; Brendan Lucas, Township Solicitor; Charles W. Steinert, Jr., P.E., Township Engineer; Loren R. Kephart, Public Service Superintendent; Cathy Bubas, Manager s Secretary Manager Jakubec noted Ms. Eccles would arrive late due to a work schedule; Treasurer Kotys is taking a class at Chatham College; Mr. Denny, Jr. was out of town on business. II. CCA FINANCIAL UPDATE Mr. Paul McComb, Executive Director of the Lauri Ann West Community Center, was in attendance to update Council on activities and finances. He noted a correction to the annual budget number in the handout provided to Council. Mr. McComb indicated August was a very good month, as revenue was $26,432 ahead and a loss of $4,900 was budgeted. Mr. McComb noted a huge spike in senior memberships, which the center is reimbursed by health insurances, and additional classes are being scheduled to attract more people. To date the center has 1,150 member units. He explained each unit could represent one person or family of 6. There is a total of 3,304 members. Mr. McComb expects the last quarter to the best of the year, and recalled the second and third quarters experienced negative budget months. He anticipated the year to end with $1,300,000 to $1,400,000 in revenue compared to the projected $1,150,000 in revenue. Manager Jakubec inquired about when the audit report and final management letter would be available. Mr. McComb stated the auditor should have sent the items, but he had not yet received the audit. The Manager confirmed the auditing firm and contact person. Council discussed the success of the snack bar and its renewable lease, upcoming holiday events, residents concerns regarding the parking lot lights, landscaping, and how the fitness equipment was holding up. Council Regular Meeting Minutes 1

2 Ms. Garcia recalled having an event at the community center with guests from out of town who were very impressed with the facility. Manager Jakubec asked if a long range capital replacement plan for equipment had been implemented, which Mr. McComb confirmed, in addition to putting money away for the loan payment. Though there is a nice flow of income, expenses continue to be reviewed. The Manager reviewed the status of the Capital Campaign, a summary which is attached to and included as part of these minutes. She hoped to close the capital campaign expenses by year end, noting work continues and some change orders are not reflected in the numbers presented. President Smith inquired about available naming rights. Mr. McComb noted the rooms available for naming rights and associated costs. Mr. Rothert noted the upcoming Celebrate the Center event on September 24 th ; the Manager announced a Flea Market event this weekend and s were exchanged to ensure no parking occurs along Locust Drive. III. APPROVAL OF MINUTES A. Council Combined Regular Meeting and Workshop July 12, 2016 Motion by Mr. Rothert to approve the subject minutes as presented was seconded by Vice President Vogel and carried unanimously. IV. FINANCE A. Vouchers July and August 2016 Motion by Vice President Vogel to approve the subject Vouchers as presented was seconded by Mr. Rothert and carried unanimously. The Vouchers totaled $1,402, B. Receipts and Expenditures Records June and July 2016 Motion by Vice President Vogel to accept the subject Receipts and Expenditures Records as presented was seconded by Mr. Rothert. Mr. Frankowski noted the classified advertisement for a school crossing guard. Manager Jakubec recalled one person applied for the position. She explained the school crossing guard locations need to be reviewed. The Manager acknowledged difficulty in filling the position because off the specific shift times. Mr. Frankowski referenced a North Hills Council of Governments maintenance expense, which the Manager explained was divided between the member communities. On voice vote the motion carried unanimously. Council Regular Meeting Minutes 2

3 C. Treasurer s Report In Mr. Kotys absence, the Manager commented on revenue and expenditures and expressed concern of the Local Services Tax ( LST ) and Earned Income Tax ( EIT ) revenue and contacted the tax collectors. The EIT could be a timing issue, but there haven t been any big businesses move out of the Township, which would affect LST. The Comfort Inn sold at auction recently, and staff has not heard of what may go into the former Max & Erma s Restaurant. President Smith recalled EIT was higher at this time last year. Manager Jakubec stated she performed an analysis and determined it was the Township s conservative budget. Currently revenue exceeds expenditures. She would report to Council next week if any information is provided. President Smith acknowledged one resident was in attendance for a subdivision application. The consensus of Council was to advance to that resolution for consideration. VI. NEW BUSINESS B. Resolutions (1) Granting Minor Subdivision Approval to the Mangis Plan B of Lots Manager Jakubec stated Phil and Karen Mangis, 625 Field Club Road, have proposed to subdivide parcel 289-D-18 located along Field Club Road. The Township Planning Commission reviewed the plan at its August 15 th meeting and has recommended approval of the plan subject to one condition as noted in the resolution. The Manager stated for the record that the plan is to subdivide in order to build a new house. If the property is to be further subdivided in the future a road will need to be built to the Township standards in effect at that time. Motion by Mr. Frankowski to approve the subject resolution as presented was seconded by Mr. Rothert and carried unanimously. V. REPORTS A. Other Organizations and Agencies Reports Mr. Frankowski reported about ARTEZ, noting all grant money had been distributed; the Borough of Millvale took over the loan application process; and was unsure if a final meeting would occur. He suggested including an article about ARTEZ in the Township Newsletter. Manager Jakubec informed Council that she has joined the Municipal Risk Management ( MRM ) Loss Control Committee. Council Regular Meeting Minutes 3

4 B. Monthly Departmental Reports Mr. Rothert recalled a meeting with residents of the Falconhurst Plan. The Manager explained the meeting was to discuss residents concerns about speeding. Staff placed the speed monitoring trailer to collect data, but the speeds did not warrant traffic violations. Ms. Garcia inquired about the remote control mower used for mowing the detention ponds. Mr. Kephart explained the mowing took longer the first time due to trees that were cut down. If the remaining tree stump was higher than 6-inches it had to be cut, as the mower is limited to cutting height. He anticipated the second mowing to be quicker. Ms. Garcia questioned how often the ponds would need mowed. Mr. Kephart stated as needed, since it is a requirement of MS-4 regulations. Vice President Vogel commented about work commencing on the Riverwatch detention pond. Mr. Steinert, Jr., P.E. stated the developer was to contact him to see what needs to be cut out. Vice President Vogel verified a punch list of items to be addressed in the Riverwatch Plan. Mr. Steinert, Jr., P.E. noted several items yet to be addressed. He also stated the plan is completely built out and did not know why dedication of the Plan was delayed. He noted the developer will have to pay for snow plowing until the Township accepts dedication. President Smith questioned which roads the Township cuts back weeds along. Mr. Kephart stated in many cases the weeds are cut back for sight distance. There are a number of areas owned by the Township, such as Spring Grove Road and Ravine Street. Though Kirkwood Drive is a Statemaintained road, staff will cut the weeds back if Penn D.O.T. does not respond. Mr. Frankowski and Mr. Kephart discussed other Penn D.O.T. work habits. Mr. Frankowski inquired about a building permit for a wall along Kittanning Pike. Mr. Kephart stated the wall is to be constructed by the bridge to rebuild the creek line, which is the resident s responsibility. Any time there is a stream running through a property, it is the property owner s issue. President Smith inquired about the status of signed easement agreements for the Saxonburg Sewer Project. Manager Jakubec announced that all the easement agreements have been executed; Eric Tissue, of KLH Engineers, is to follow up with Tom Flanagan at DEP regarding the Township s Act 537 Plan approval and a time line. Once the Act 537 Plan is approved, application will be made for the DEP permits. She noted the Brownshill Bridge Replacement/Widening Project would be done at the same time as the sewer project, but is a separate project. No comments. C. Manager s Report Council Regular Meeting Minutes 4

5 VI. NEW BUSINESS CONT D A. Ordinances Introduction for First Reading (1) Ratifying the Public Service Labor Agreement for the Years B , 2018, 2019 and 2020 Manager Jakubec stated the ordinance ratifies the proposed Public Service Contract for 2017 through The union has already approved the contract. Motion by Mr. Frankowski to introduce for first reading ordinance Bill No. B was seconded by Vice President Vogel and carried unanimously. (2) Requiring the Registration of Vacant and/or Abandoned B Property The Manager explained the ordinance addresses issues staff has encountered concerning vacant and abandoned properties. Often times specific contact information for such properties is unavailable and difficult to track. As a result, the Township cuts grass, secures broken windows, etc. and liens the property for time and related expenses. By requiring registration of vacant and/or abandoned properties, staff would have contact information for the person charged with maintenance. It would also be helpful to the Police and Fire Departments to be aware of a vacant property as a matter of safety. She noted based on comments from the September 6 th workshop changes to the ordinance are detailed in blue ink. Motion by Mr. Rothert to introduce for first reading ordinance Bill No. B was seconded by Vice President Vogel. Ms. Garcia expressed her concerns as a commercial building property owner and proposed changes to the ordinance to relieve the onerous burden to responsible commercial property owners. She recalled the original purpose of the ordinance was to help staff in dealing with bank-owned properties and obtaining contact information. The Township has contact information for properties that are privately owned and there are existing laws on the books so that maintenance issues can be enforced. Manager Jakubec did not object to leaving out commercial properties. Ms. Garcia suggested limiting commercial properties as abandoned, in that it s bank-owned. The Manager clarified the definition for vacant would state Any residential building or structure that is not legally occupied for a period exceeding 30 days and the definition of abandoned would state A commercial or residential building or structure that is unoccupied for more than thirty (30) days and is, or has been, the subject of (i) a mortgage foreclosure action or notice; (ii) a bankruptcy sale or notice; (iii) a delinquent tax sale or notice; or (iv) a mortgage foreclosure action Manager Jakubec still preferred to know if a building is vacant, as it would be helpful to fire and police responders. Ms. Garcia proposed revising Section 302, Registration, to reflect the changes in definitions. Section 302 would state If any property is found to be vacant or abandoned, per the definitions, Council Regular Meeting Minutes 5

6 or shows evidence of vacancy She clarified the definitions distinguish that a vacant commercial building is waiting for another tenant. Ms. Garcia referenced Section 302.a If any property is found to be vacant or abandoned, or shows evidence of vacancy, and questioned what would be evidence of vacancy. Mr. Rothert explained evidence of vacancy is the grass is not cut, newspapers are laying out front, or the mail has not been picked up. Ms. Eccles questioned how staff would inform people about this ordinance. Manager Jakubec indicated information would be included in a Township Newsletter, all ordinances are advertised as a legal notice in the newspaper, and banks have called inquiring. She stated over time the word would get out, and she hoped the banks would become proactive and contact the Township to register the property. She noted further discussion would occur during the October workshop. The Manager explained she was seeking another tool as it can become very time consuming for public works in the summer. President Smith asked if the Manager had considered hiring a landscaper to cut the grass instead of Public Service employees cutting the grass. The Manager explained the Township is a union shop and past practice has been it is Public Service employee work. She noted the lengthy process of sending the enforcement letters that get rejected, posting the property, having to allow x amount of time for the property owner to respond, by which time it s not a normal cutting. Sometimes the grass has to be weed-wacked before you can mow the lawn. Ms. Eccles inquired about the number of lawns Public Service employees cut this summer. Mr. Kephart stated three properties were cut this year, but other years there have been as many as ten properties and properties are cut every two months. He noted two properties are cut by staff all the time because the bank owns it; the property is not worth trying to sell; and neighbors complain about the tall grass. The motion was amended to introduce the ordinance with the changes discussed and carried unanimously. (3) Restating Ordinance No. 1293, Enacting and Establishing B Rules and Regulations for the Use of Township Park and Recreation Facilities Manager Jakubec stated the Township Parks and Recreation Commission reviewed the Park Rules and Regulations and have recommended changes to address recent issues. She indicated the main change is that the picnic tables are not to be moved from the shelter. Some people have moved the tables and not put them back. Without the summer help, the tables are very difficult for one person to move. Motion by Vice President Vogel to introduce for first reading ordinance Bill No. B was seconded by Mr. Rothert and carried unanimously. (4) Designating the Northerly Side of Eton Drive as a No B Parking Zone The Manager referenced a memo from Chuck Steinert explaining the safety reasons for designating the northerly side of Eton Drive as a No Parking Zone following an investigation. She noted the Council Regular Meeting Minutes 6

7 situation stems from an individual parking their minivan along Eton Drive and causing a sight distance issue. The Police have asked the resident to move the van; Mr. Denny, Jr. and Ms. Garcia also tried to talk with the owner. Ms. Garcia expressed safety concerns with the school buses. She recalled sometimes the person parks the van facing the wrong way and Ms. Garcia s husband nearly had a head-on collision. Motion by Ms. Garcia to introduce for first reading ordinance Bill No. B was seconded by Ms. Eccles and carried unanimously. B. Resolutions (2) Granting Re-approval to the Oliva-Scheid Minor Subdivision Plan B Manager Jakubec recalled Council approved the Oliva-Scheid Minor Subdivision Plan on April 12, 2016, subject to one (1) condition. However, issues occurred with preparing the plan for recording, which delayed recording the plan with Allegheny County Recorder of Deeds within the 90-day period, as required. Council is requested to reapprove the plan as previously approved. Motion by Vice President Vogel to approve resolution Bill No. B was seconded by Mr. Rothert and carried unanimously. (3) Authorizing the Purchase and Execution of a Contract B for the Municipal Building New HVAC System The Manager stated staff is recommending the purchase of a new HVAC System for the municipal building through GSA contract No. GS-07F-217CA. It is recommended that the contract for the base bid be awarded to Siemens Industry, Inc. in the amount of $301, She noted the budgeted allotment is $300,000. Motion by Ms. Eccles to approve resolution Bill No. B was seconded by Vice President Vogel. Mr. James Zaenger, Greyfriar Drive, requested a description of the system which the Manager read from the proposal, and Vice President Vogel provided a copy of the proposal. Mr. Steinert, Jr., P.E. noted attempts for a more economical and efficient system, but the cost far exceeded the budgeted allowance. On roll call the motion carried unanimously. (4) Awarding Contracts and Authorizing the Execution of Said B Contracts for Sanitary Sewer Rehabilitation Manager Jakubec recalled the North Hills Council of Governments received bids for its annual sanitary sewer repairs contracts on July 8, Staff is requesting authorization to execute the Council Regular Meeting Minutes 7

8 necessary contracts on an as needed basis for sanitary sewer repairs in order to comply with the Allegheny County Health Department Administrative Consent Order. Motion by Mr. Rothert to approve resolution Bill No. B was seconded by Vice President Vogel and carried unanimously. (5) Granting Re-approval to the Price Minor Subdivision Plan B The Manager explained since the last meeting, staff discovered that another plan had not been recorded in a timely manner. She recalled Council approved the Price Minor Subdivision Plan on March 8, The plan involves the consolidation of Township parcels 357-K-20 and 357-K- 10, known as Ruth Weir Park located along Saxonburg Boulevard and a portion to be subdivided to allow the adjoining property owner at 1132 Saxonburg Boulevard to own and maintain their driveway, which currently traverses Township property with no easement. Council is requested to reapprove the plan as previously approved. Motion by Ms. Eccles to approve resolution Bill No. B was seconded by Ms. Garcia and carried unanimously. (6) Acknowledging Receipt and Acceptance of the Employee B Pension Plan Budgets for the Year 2017 (a) Manager Jakubec stated the pension budgets were received from Mockenhaupt Associates since the prior workshop. The Township is required by law to establish an appropriation in each year s budget for police and employee pension plans. The appropriation for 2017, referred to as the Minimum Municipal Obligation (MMO), will be $6,460 for the non-uniform defined benefit plan, $16,592 for the non-uniform defined contribution plan, and $80,630 for the police plan according to documentation received from the pension actuary, Mockenhaupt Associates. The resolution acknowledges the receipt and acceptance of the 2017 budget appropriation for the employees pension plans. The Manager indicated most appropriations are coved by State aid. All Township pension plans are fully funded. Motion by Vice President Vogel to approve resolution Bill No. B was seconded by Ms. Eccles and carried unanimously. (7) Authorizing the Execution of an Agreement with PRINT B For the Preparation and Distribution of a Township Directory The Manager stated information was received from the vendor, PRINT, for the preparation and distribution of a Township Directory at no cost to the Township. She recalled Treasurer Kotys had previously suggested such a directory. Manager Jakubec referenced the various information that was provided. Staff will need to provide a list of commercial businesses and ads purchased actually pay for the directory. Motion by Mr. Frankowski to approve resolution Bill No. B was seconded by Mr. Rothert and carried unanimously. Council Regular Meeting Minutes 8

9 C. Motion (1) Designating October 31 st as Trick-Or-Treat Night in the Township Manager Jakubec explained she would like to have Halloween on Halloween between the hours of 6:00 and 8:00 p.m., as always. Motion by Vice President Vogel to designate Monday, October 31, 2016 as Trick-Or-Treat Night in the Township between the hours of 6:00 and 8:00 p.m. was seconded by Ms. Eccles and carried unanimously. VII. COMMUNICATIONS A. Citizens No comments. B. Council Ms. Eccles referenced proposed projects included in the Capital Improvement Plan, which the Manager briefly explained. Mr. Frankowski announced that 20 people had registered for the meeting concerning possible establishment of a Crime Watch. Mr. Frankowski recalled receiving complaints about burning and chickens. Manager Jakubec requested the address for the chickens, which are not permitted; and residents may have a camp fire with a permit. Construction materials are not to be burned. Mr. Frankowski noted a request for a mirror at Mary Street due to sight distance issues. Mr. Steinert, Jr., P.E. stated the Township does not provide the mirrors. Mr. Kephart recalled sight distance from Mary Street at Kittanning Pike is wide open in both directions. Manager Jakubec added that mirrors indicate the Township acknowledges responsibility. Mr. Frankowski stated there is a mirror at Crest Drive and Dorseyville Road, which Mr. Steinert, Jr., P.E. explained to be private. Mr. Rothert confirmed street millings are being stored in James O Hara Park and requested staff to notify the resident on Village Drive as to when trucks will be dumping the millings. C. Staff Manager Jakubec requested Council to remain after the meeting for an Executive Session to discuss labor matters. Council Regular Meeting Minutes 9

10 VIII. ADJOURNMENT Motion by Vice President Vogel to adjourn the meeting was seconded by Mr. Rothert and carried unanimously. The meeting adjourned at 9:00 p.m. and following a short break Council entered into Executive Session. Cathy Bubas, Manager s Secretary Attachments: Sign-In Sheet Summary of Community Center Capital Campaign Council Regular Meeting Minutes 10